#Ad Hoc Liaisons. Appointed at the request of NMRT or another ALA Unit to work on a specific program or project or for a specific purpose. These positions are appointed upon request; length of appointment is the completion of the program, project, etc. Not excluded is the possibility of a Regular Liaison working on a specific program or project or seeking co-sponsors for NMRT programs when appropriate.

#Ad Hoc Liaisons. Appointed at the request of NMRT or another ALA Unit to work on a specific program or project or for a specific purpose. These positions are appointed upon request; length of appointment is the completion of the program, project, etc. Not excluded is the possibility of a Regular Liaison working on a specific program or project or seeking co-sponsors for NMRT programs when appropriate.

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===Relationship to ALA Unit appointed Liaisons===

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====Relationship to ALA Unit appointed Liaisons====

Another model of Liaisons is where an ALA Unit appoints a liaison to NMRT. That ALA Unit appointed liaison will serve as our NMRT liaison "mentor" or guide to the Unit; the Unit liaison will help the NMRT member get to know the Unit liaised and will help to identify appropriate issues, activities, information and ideas of mutual interest.

Another model of Liaisons is where an ALA Unit appoints a liaison to NMRT. That ALA Unit appointed liaison will serve as our NMRT liaison "mentor" or guide to the Unit; the Unit liaison will help the NMRT member get to know the Unit liaised and will help to identify appropriate issues, activities, information and ideas of mutual interest.

Liaisons Program Goal

The Liaison Program will be used as a method of outreach from the New Members Round Table (NMRT) to other American Library Association (ALA) units. It will promote attendance and participation in programs, discussion programs, discussion forms, events and committees.

Becoming a liaison will enable the NMRT member to take an active role in the activities of NMRT and other Units within ALA, and will provide the liaison an opportunity to provide others in NMRT and ALA Units with knowledge of activities that may be of interest to them. Further, in accordance with Article II of the NMRT Constitution and Bylaws, becoming a liaison will enable "leadership training and opportunities to help those approaching the end of their NMRT eligibility make the transition to future positions in the association and the profession."

Definition

A liaison from NMRT to another ALA unit is appointed to communicate NMRT interests held in common with the other group and to advise NMRT regarding activities and issues of the other Unit that may have implications for NMRT. The working relationship between NMRT appointed liaisons and the Unit is defined by the interest NMRT has with the ALA Unit where:

The Unit addresses issues and concerns relevant to new members.

Programs and other activities can be jointly administered or planned, and not duplicated.

Polices and actions of either group can be served by the relationship.

The relationship will improve attendance to programs and participation in either group.

Specifically, the resulting relationship will allow the two groups:

To provide two-way communication between NMRT and other ALA Units such as round tables, assemblies, committees, or sections. The liaison serves as a channel for communicating concerns and interests shared by the two Units. The liaison keeps NMRT members informed of the activities, programs and operations of the Unit to which he/she is liaison.

To give senior NMRT members the opportunity to keep members of another ALA Unit informed of the activities, programs, and operations of NMRT where appropriate, to make valuable contributions to that Unit, become oriented in another ALA Unit, and to make contacts outside NMRT.

To give NMRT members the chance to participate and gain experience in program planning outside NMRT by way of co-sponsorships of programs with other ALA units. The communication between NMRT and the ALA Unit will help to avoid duplicate programming activities and will enable sharing, if appropriate, of programming and publication efforts in areas of mutual interest through co-sponsorship.

History of the Committee

The Liaisons were a loosely organized group, reporting to and coordinated by the Networking Director. Also, in the past, the NMRT groups of state ALA chapters sent representatives to NMRT, called the Affiliates Council. To revitalize these groups, a Liaison Coordination and Support Ad Hoc Committee was appointed in 2002-2003 to investigate the possibility of creating a standing committee for liaisons and to propose a plan to establish the NMRT Liaison Program. The Executive Board decided during Midwinter 2003 that a separate committee should reevaluate the Affiliates Program.

Liaison Types

The Basic Categories for NMRT Liaisons include:

Regular Liaisons. Appointed at the request of NMRT or another ALA Unit to provide two-way communication between NMRT and that Unit. These positions are appointed every year; length of appointment is one year unless the Executive Board approves reappointment.

Ad Hoc Liaisons. Appointed at the request of NMRT or another ALA Unit to work on a specific program or project or for a specific purpose. These positions are appointed upon request; length of appointment is the completion of the program, project, etc. Not excluded is the possibility of a Regular Liaison working on a specific program or project or seeking co-sponsors for NMRT programs when appropriate.

Relationship to ALA Unit appointed Liaisons

Another model of Liaisons is where an ALA Unit appoints a liaison to NMRT. That ALA Unit appointed liaison will serve as our NMRT liaison "mentor" or guide to the Unit; the Unit liaison will help the NMRT member get to know the Unit liaised and will help to identify appropriate issues, activities, information and ideas of mutual interest.

If NMRT does not already have an NMRT appointed liaison to the Unit, NMRT will vet members and appoint a liaison to work with the ALA appointed liaison. The NMRT Liaison will invite the Unit counterpart to appropriate activities of mutual interest, such as Orientation, President’s Program, Alumni and Student receptions.

Liaisons also might create an informal mentorship relationship with alumni who can advise the new liaison on issues of a particular ALA Unit that are beneficial for NMRT.

Selection and Appointment of Liaisons

Criteria

Liaisons should be NMRT members in good standing. Liaisons will either be designated by NMRT to liaise with a group or will be requested by the ALA Unit to be included in NMRT activities. Liaisons therefore should have an established interest in the ALA Unit with which they will liaise. Because the main responsibility of the liaisons is to transmit information between NMRT and the ALA Unit, they should already be involved in the ALA Unit to be represented.

Recruitment

NMRT members will be informed of the opportunity to serve as a liaison to an ALA Unit via the Committee Volunteer Interest form on the NMRT homepage, and via brochures and other advertisements distributed on listservs, website, Footnotes, and other publications, and at Conferences. Examples are listed as Attachment A, Recruitment Devices. Separate emails sent to the NMRT listserv is another method to recruit for volunteers.

The Committee will modify the form on the NMRT website to capture appointments automatically. Volunteers can select up to three ALA Unit preferences to serve as liaisons. The Liaisons Handbook that includes criteria and expectations information will be accessible from the Committee Volunteer Form so that NMRT members can determine their appropriateness to serve as a liaison.

Appointment Process

The appointment process each year consists of:

Members complete the Committee Volunteer Interest form including preferences in committees.

Liaison Committee will email members to confirm interest to serve and will send the NMRT President a list of interested members.

NMRT President will appoint liaisons based on the recommendations of Liaison Coordination and Support Committee Chair at Annual.

Liaison Coordination and Support Committee Chair will confirm appointments via email and will invite appointed liaisons to next conference meeting (e.g. Midwinter) to give briefing of responsibilities.

Members already serving as a liaison who wish to continue their service will contact the Liaison Coordination and Support Committee Chair to express their continued interest to serve as liaison for Unit.

When NMRT sends a liaison to another Unit, the Liaison Coordination and Support Committee Chair should announce the appointment in a written communication to that group which:

Asks the ALA Unit to accept the liaison,

States NMRT’s purpose in establishing the liaison,

Requests the ALA Unit include the liaison in the distribution of agenda and minutes, and

Informs the ALA Unit that the liaison will observe and submit relevant information to NMRT.

Term and Number of Appointments

Liaisons are not appointed as full Committee members within NMRT and are considered to be volunteers. Liaisons are appointed to one-year terms and can be reappointed for two consecutive terms with the recommendation of the Liaisons Coordination and Support Committee Chair.

Liaisons may be appointed to no more than two ALA Units at a time. Service as a liaison does not count against the three direct committee appointment rule governing ALA.

Major Responsibilities

The liaisons take a key role in increasing awareness of information and ideas of mutual interest to NMRT and ALA Unit members. The responsibilities of the liaisons are to:

Meet at Midwinter and Annual NMRT meetings and events, and attend meetings of their respective ALA Units.

Submit committee meeting dates and program information for their ALA Unit. Request inclusion in the distribution of agenda and minutes for the Unit. Publicize information concerning the ALA Unit including relevant program invitations, announcements and other information.

Keep their ALA Units informed of NMRT activities that would be of interest, such as the programs sponsored by the Student and Student Chapter Outreach Committee, the Student Reception, Mentoring, etc.

Invite Unit representatives to attend functions like Orientation and the Student Reception.

Report on discussions, policies, and action of their ALA Units that are relevant to NMRT. Obtain minutes, if possible, and summarize relevant sections.

Report on discussions, policies, and action of NMRT that are relevant to their ALA Unit.

Identify and alert NMRT of Unit programs which NMRT may wish to co-sponsor, either from Unit breakout sessions, listservs or other means.

Submit a written report of meetings attended to the Executive Board at the Midwinter Meeting, at the Annual Conference, and at other times upon requestif necessary. If necessary, provide an oral report to the Board, under the supervision of the Chair. Reports will be considered, and highlights will be provided to NMRT members via Footnotes, NMRT-L and other forum.

Find an alternate (e.g. ALA Unit counterpart) to attend and report on meetings of NMRT or ALA Unit if attendance to meetings is not possible. This alternate will submit the report to the liaison. If an alternate cannot be found, secure the minutes or other information from the meeting by making a request to the Secretary or another officer.

Basic Checklist to Meet Roles/Responsibilities

Make contact with NMRT Liaison Coordination and Support Committee Chair, the assigned ALA Unit, ALA Unit counterpart, and past NMRT Liaison to the Unit.

Join appropriate listservs.

Check ALA Unit and NMRT websites for current and upcoming activities and opportunities and disseminate relevant information to members.

Submit NMRT liaison report form on NMRT website.

Maintain contact with NMRT officers and members and stay abreast of NMRT activities and discussions so that a proper picture of NMRT concerns can be made to the ALA Unit. To this end, liaisons are encouraged to attend NMRT Executive Board meetings.

Leadership and Support Structure

The Liaison Coordination and Support Committee is responsible for the Liaison Program. The Committee ensures the proper administration of the overall program, including updating the necessary web forms, collection of liaison volunteers and advertisement of the program. The NMRT President appoints liaisons at the recommendation of the Liaison Coordination and Support Committee Chair.

Liaison Coordination and Support Committee Charge

To provide a method of outreach from New Members Round Table (NMRT) to other American Library Association (ALA) members in order to promote attendance and participation in programs, discussion forums, events and committees.

Chair’s Major Responsibilities

Serve as a resource/contact for internal and external inquiries about the liaison program or about involving the liaisons in a committee project or other venue

Recommend liaison appointments to President each year. Advise new liaisons. Oversee recruitment efforts by the Committee.

Establish new liaison positions with other ALA Units.

Organize and chair a liaison meeting at Midwinter and Annual conferences via email. Identify and suggest list of breakout or other meetings of interest for liaisons to attend.

Collect reports/checklists from liaisons after conference. Vet reports submitted by NMRT Liaisons by selecting the most relevant and timely items that might be of interest to the NMRT membership, including potential co-sponsorship opportunities. Report on liaison activities and items of importance to NMRT Executive Board and create webpage to disseminate that information.

Maintain the liaison roster.

Follow up with and thank liaisons for their service.

Maintain files on liaison activities and committees.

Help to establish relationship with other NMRT committees/groups including those associated with NMRT Alumni.

Liaison Reporting Process

Dissemination of Information

Liaisons attend meetings at Conferences and monitor appropriate listservs in order to introduce NMRT members to other ALA Units and help NMRT members get involved. Therefore, liaisons transmit important information to NMRT before and after conferences which NMRT members might have otherwise missed.

To alert members to relevant activities at the conferences, liaisons should use the NMRT listserv or the Liaison website. Liaisons should subscribe to NMRT-L, not only to keep abreast of NMRT activities but also to disseminate information. Liaisons also submit information to Footnotes and to the NMRT Publicity Committee Chair when applicable. Liaisons involved in planning conference programs work with the publicity chairs of the appropriate program-planning subcommittees when submitting publicity notices to Footnotes.

Standard information for particular activities includes date, time, Unit, liaison contact, and minutes/major goals or discussion.

Documents to Create/Records Generation and Archiving

Liaisons will submit meeting minutes and other information of interest to NMRT. Formal reports will be submitted via the NMRT Liaison Report Form. This includes requests made for NMRT support for projects with the ALA Unit. Reports including Conference and other meeting minutes that are submitted to the Liaison Coordination and Support Committee should generally fall along the timeframe of the conferences.

The Liaison Chair will compile and filter the Liaison reports by selecting the most relevant and timely items that might be of interest to the NMRT membership. The final report will be sent to the NMRT Executive Board and then disseminated to NMRT via an email, the website, Footnotes and via other formats to ensure NMRT members are not inundated with email through NMRT-L.

Standard information included in the report includes the type of report, date submitted, ALA Unit, major goals and objectives of ALA Unit and or/meeting notes, action items/issues to be resolved. The NMRT Liaison’s name and contact information are also submitted.

Record Keeping

Liaisons maintain a file of correspondence, reports, and other information concerning their activities.

Correspondence and Carbon Correspondence

NMRT President

NMRT Vice-President/President-Elect

NMRT Liaison Coordination and Support Committee Chair

NMRT Staff Liaison

Appropriate officers, committee members, and representatives of the non-NMRT Unit

Units Served

The Committee Volunteer Form will enable interested members to select up to three ALA Unit preferences. Below is the list of liaison positions.

NMRT members may find that there is no established liaison position serving a particular ALA Unit in which they are interested. In this case, NMRT members are encouraged to contact the Liaison Coordination and Support Committee Chair, who will begin the process of establishing the new liaisonship.

General Timetable

July/August

Receive orientation materials, including contact information for the predecessor liaison, ALA Unit appointed liaison, etc. from Chair of Liaison Coordination and Support Committee. Receive files from predecessor if applicable. Contact the committee chair, round table chair or president, or other appropriate officer of the ALA Unit to introduce yourself and remind them of your appointment. Ask to be placed on the Unit's publications mailing list if possible. Prepare a Liaison Planning Report and send it to the NMRT Liaison Coordination and Support Committee Chair, copying the NMRT President and Vice-President/President/Elect.

September/November

Join appropriate listservs and monitor the ALA Unit's publications and communications. Communicate with your contact person as you have ideas for furthering the purpose of your liaisonship. Communicate informally with the NMRT Liaison Coordination and Support Committee Chair to keep him/her informed of your activities.

December/January

Attend meetings and activities of your ALA Unit. Ask your contact person to alert you to scheduled Midwinter meetings of the Unit you are liaison to. Prepare and present a report of your activities and ideas for activities at the NMRT Executive Board meeting. If you have a request for NMRT support for projects with the ALA Unit, include them in your report. Attend the NMRT Liaisons' Meeting. In addition to the NMRT Executive Board meeting at which you present your report, if appropriate, you are encouraged to attend other meetings of the Board as your schedule allows. This provides a fuller view of current NMRT activities, which may be useful to your work as a liaison.

February

Inform your ALA counterpart of the outcome of any request for support you may have made to the NMRT Executive Board at Midwinter. Submit a Liaison Report for important information that should be distributed to NMRT members.

March-June

Participate in project planning with your ALA Unit as requested. Continue to monitor publications and to communicate with your contact person and the NMRT Liaison Coordination and Support Committee Chair.

Annual

Attend meetings and programs of your ALA Unit. Carry out your responsibilities to your ALA Unit. Prepare and present a report of your activities to the NMRT Executive Board. Attend the NMRT Liaisons' meeting. If you are continuing in your position, participate in planning activities for next year's projects.

July

If you are finishing your two-year appointment, weed your files and transfer them to the new liaison. Please include a letter of suggestions and advice to your successor if you believe your experience may benefit him/her. If you have suggestions for revisions or additions to the official description of your liaison position, please send them to the NMRT Liaison Coordination and Support Committee Chair, who will see that needed changes are made.